For each RPYEC run, users must ensure that the R1-FORM-NUM-BEG number contains the beginning number to be used since the last RPYEC run so that no duplicate numbers are produced for the RL-1 forms. Users only need to enter the 8 digits of the previous RPYEC run in this field.

When RPYEC generates the GVT Header records for RL-1 for the employees, the system derives the RL-1 Slip number for each form and stores them in the GVT Header Form Number field. Users can view the Form Number on the IPGH form after RPYEC is run.

The IPGH Form Number is used by RPGRC to generate:

• The government RL-1 xml file to send to the Quebec government, and
• The _HL.xml file for RPRL1W to print the exact same number on RL-1 form

RPGRC displays the highest Form Number of the run at the end of the report. If a user is selecting to print a specific employee only, the printed Form Number will not be the latest Form Number being used. Consequently, it is the user’s responsibility to ensure the IDFDV R1-FORM-NUM-BEG is updated correctly with the highest number.

Exclude EEs
Users can exclude certain employees from Releve1 reporting by setting up the EXCLUDE-EE Identifier on the IDFDV form.

If the value of the EXCLUDE-EE Identifier is set to Yes, the employee is by-passed.

Example: If a user does not want to report employees whose Assignment Title is Election Worker or Self Employed, set up the R1-EXCLUDE-EE Identifier with the following:

• Field variable = EASD.ASSIGNMENT_TITLE
• Derivation Expression =
  • decode(UPPER(~),’ELECTION WORKER','Y',‘SELF EMPLOYED’,'Y','N')
    

NOTE: Use UPPER(~) to convert an alphanumeric field to compare all upper case letters.

If a user has a complex situation to exclude an employee, a STAT CODE can be used to define the employee should be excluded.

Example: An employee is excluded when they work in certain groups, or with certain hours. Users can keep track of this by setting the STAT CODE value to 1.00. Then the EXCLUDE-EE Identifier on IDFDV, should be set up with:

• Field Source = Statistics
• Field variable = the STAT CODE that is used to exclude employee
• Derivation Expression = decode(~,1,'Y','N')
  
  

Primary and Mailing Addresses
Employer Address
If a user wants to use the Employer Primary Address, the 1220–1290 Identifiers do not need to be set up. Leave these Identifiers blank and the system will use the Primary Address as the default.

If a user wants to use the Employer Mailing Address, the following Identifiers need to be defined:

• The Reference Text field will guide the setup of each Address Identifier.
• If the mailing address is not defined for the Employer on the IDLN form or the Location field on the IDEN form, the IDLN primary address will be used.
• If an Address was set up prior to 2006, and if the word MAIL is defined, the mailing address will be used, otherwise the primary address will be used.
  
  

Employee Address
If a user wants to use the Primary Address, the 2100–2140 Identifiers do not need to be set up. Leave these Identifiers blank and the system will use the Primary Address as the default.

If a user wants to use the Mailing Address, the following Identifiers need to be defined:

• The Reference Text field will guide the setup of each Address Identifier.
• If the mailing address is not defined for the Employee on the IEPI form, the IEPI primary address will be used.
• If an Address was set up prior to 2006, and if the word MAIL is defined, the mailing address will be used, otherwise the primary address will be used.
  
  

RL-1 Slip Box O Explanatory Notes#

If several codes apply to Box O, then Box O will print RZ, and in the center of RL-1 slip, it will print the Footnote Code and the corresponding income explanatory note, such as “RJ $10000.00, RC $5000.00”

The RL-1 Slip will print as much information as possible in the center, depending on the size of each Footnote Code. If there is not enough space in the center of RL-1 Slip to print all Footnote Codes, then subsequent RL-1 Slips will be printed until all Footnote Codes are printed.

RL-1 Slip Footnotes and Messages#

For Numeric Field Variables:

• In the Description field, enter a brief description, up to 30 characters
• Define the Field Variable. If the Field Variable value is greater than 0, then the description and the amount will be printed in the center of the RL-1 Slip
  

For AlphaNumeric Field Variables:

• In the Description field, enter a brief description, up to 30 characters
• Define the Field Variable. If the Field Variable value is greater than 0, then the description and the amount will be printed in the center of the RL-1 Slip.
  

If a user wants to print the message only when a Field Variable is defined, the ‘ ’ decode can be used to return for printing.
Example: R1-ALPHA-02 defines the STAT EE Statistic Component. When STAT EE = 1.00, then print Employee Non-Contrib. Use decode(~,'1',' ',NULL) in the derivation expression.

Electronic RL-1 Print#

If an employee has chosen to receive electronic Releve 1 forms, using either the consent form WEPT4 or IEPT4, a paper copy is NOT printed during the RPRL1W printing process.

Organizations can also manage the consent for employees to receive electronic Releve 1 using the Maintain Employee T4 Consent form (IEPT4).

Organizations can control the years that Releve1 forms are available for employees to print, by setting a Preference on the IMST form, as below.

Setup/Implementation
Users must set up the EE_R1_GVT_RUN Preference with the values of the GVT Run Numbers that contain the information for the employee’s RL-1s (from the RPYEC run) on the IMST form, Preference tab.

The GVT Run numbers must be entered with comma separators and no spaces, such as 1234,3333,4567).

RL-1 Slip - Employment and Other Income#

RL-1 Slip - Box Descriptions

Box: Number on RL-1 slip (Top right corner), derived from the IDFDV form, as below. Please refer to the section Numbering of RL-1 Slip for full details.
Field Identifier: R1-FORM-NUM-BEG

Box: Year - Pre-printed on RL-1 Slip or from the user defined Calendar Year

Box: Employer’s Name and Address, derived from the IDFDV form, as below

• The Reference Text field will guide the user to set up each Address Identifier.
• If the mailing address for the Employer is not defined on IDLN, the primary address on IDLN will be used
• If there was an Address set up prior to 2006, and the word MAIL is defined, then the mailing address will be used, otherwise the primary address will be used.
• If the Country Code is not Canada or USA, then the R1-ER-MAG-PROV Identifier should be set to ZZ – Other.
  
  

Box: Employee’s Social Insurance #, derived from the IDFDV form, as below

• Invalid SIN numbers are reported on the RPYEC exception report
• SIN numbers defined as 999 999 999 are invalid
• If a SIN number does not exist, leave this field blank
  

Box: Reference Number (Numero de reference employeur). Contains the employee’s Person Code, (PERSON-CODE Identifier) as an additional employee identifier.

Box: Employee’s Name, derived from the IDFDV form, as below

Box: Employee’s Address, derived from the IDFDV form, as below

• The Reference Text field will guide the user to set up each Address Identifier.
• If the mailing address for the employee is not defined on IEPI, the primary address on IEPI will be used.
• If there was an Address set up prior to 2006, and the word MAIL is defined, then the mailing address will be used, otherwise the primary address will be used.
• If the Country Code is not Canada or USA, then the R1-EE-MAG-PROV Identifier should be set to ZZ – Other.
  

Box: Area below the Employee Information, derived from the IDFDV form, as below. Print for RL-1 distribution purposes.

If the R1-EE-REFER = 1, then:

• The distribution will be printed below the employee address for distribution purposes. Otherwise, the distribution will not be printed.
• The distribution information is printed from the R1-EE-REFER1 and R1-EE-REFER 2 Identifiers
  
  

Box: A - Employment Income, derived from the IDFDV form, as below. This is the taxable earnings applicable for Quebec income tax withheld.

Box: B - Employee QPP Contributions|Derived from the IDFDV form, as below

• The Employee’s QPP contribution is also retrieved from the R1-BOX-B-CPP Field Identifier.
• The QPP Employee contribution is not printed on the RL-1 Slip for each employee. It is reported on the RL-1 government file.
  
  

All of the following Box Information is derived from the IDFDV form, as below

Box: G - QPP Pensionable Earnings|Derived from the IDFDV form, as below. Please refer to Guide to Filing the RL-1 Slip RL-1.G-V 2017-10 for Box G processing

• If R1-BOX-G-PRT-0 = 1.00, then Box G is printed with 0.00.
• Otherwise, if R1-BOX-G-PRT-0 is not defined and if the value from R1-BOX-G-PRT is greater than zero, the amount from R1-BOX-G-PRT will be printed, otherwise Box G is blank.
  
  

Box G Processing
The R1-BOX-G-EXCEPT value should define the remuneration that is taxable, but not pensionable, such as:

• Remuneration paid to employee for work not covered by QPP
• An amount allocated under an employee trust
• An amount paid by a custodian under an employee benefit plan, etc.

Please see refer to Guide to Filing the RL-1 Slip Box G for details.

The R1-BOX-G-OTHER identifier is not currently used. The value should define any other remuneration that is pensionable, but not taxable.

Box G QPP Pensionable Earnings are derived from one of the following:

1. If there are no pensionable earnings (Identifier R1-BOX-G = 0), Box G is printed as 0.00

2. If pensionable earnings are over the QPP maximum earnings for the year (IPCT form, Tax Rate Code 010101, QPP Annual Maximum Earnings for Quebec), then leave Box G blank.
Example: If Box G is greater than or equal to the QPP maximum earnings, then Box G = Blank.
When R1-BOX-G-PRT = 0.00, RPRL1W will not generate the R1-BOX-G-PRT-0 Identifier, then Box G is left as blank.

3. If pensionable earnings are the same as the employment income and there is no amount in Box Q and Box U, then leave Box G blank.
Example: Box G = Box A, and if Box Q and Box U = 0, then leave Box G blank.
When R1-BOX-G-PRT = 0.00, RPRL1W will not generate the R1-BOX-G-PRT-0 Identifier, then Box G is left as blank.

4. When an employee reaches the age 18 during the year, and if the employee worked prior to age 18, then usually Box A is greater than Box G. Box G will be printed with the amount from the R1-BOX-G Identifier.
A message Box G-Employ period from (date) to (date) (French message: Case G: d'emploi du (date) au (date)’ will be printed in the center of the RL-1 slip.
The From Date is the Hired date, and the To Date is end date of current reporting year.

5. Calculate pensionable earnings from Box A with Box G excepted earnings, Box Q and Box U amount.
Calculate revised Box G amount = Box A – Box G excepted amount + Box Q + Box U
If the result of this calculation is zero, then Box G is printed with ‘0’.

Example: R1-BOX-G-PRT = 0.00 and R1-BOX-G-PRT-0 = 1.00, then Box G is printed as 0.00

Otherwise, if the revised Box G = Box A, Box Q and Box U, then Box G is blank.
Example: R1-BOX-G-PRT = 0.00, RPRL1W will not generate the R1-BOX-G-PRT-0 Identifier, then Box G is left as blank.
Otherwise, the Box G amount is printed.

All of the following Box Information is derived from the IDFDV form, as below

Box: O CODE (case O), derived from the IDFDV form, as below

• Derived from the R1-BOX-O-RA to R1-BOX-O-RZ Identifiers. The derived footnote code is stored in R1-BOX-O-CODE to print on RL-1 Form.
• If more than one Identifier has a value greater than zero, then RZ is stored in Identifier R1-BOX-O-CODE
• If RZ is printed, then each Identifier with a value greater than zero will be printed in the center of the RL-1 Slip.
  

Box: Centre of RL Slip, derived from the IDFDV form, as below

• Up to 4 lines of messages can be printed on each RL-1 form
• Line 1 and Line 2 are printed beside the Box O Footnote Code, with up to 30 characters for each message
• Line 3 and Line 4 are concatenated together and will be printed beside the Employee’s name, up to 54 characters
• If there are more than 4 lines to be reported, the extra information is printed as Execution Run Log messages

Magnetic Media - Government XML File#

Users must run the RPYEC and the RPGRC processes to generate the Magnetic Media file in the government XML file format. Please refer to the Government Reporting Procedures, Sequence section in this manual that describes how the processes should be run.

1. Verify the government XML file is properly created according to the XML syntax rules, such as the file is well formed, no missing xml tags, etc.
2. Verify the government XML file conforms to the schema downloaded from the government web site.

Validating parser software is NOT provided by High Line. Organizations can use any third party validating parser tool. High Line uses the XML SPY Home edition tool to validate the RL-1 and Rl-2 xml files.

Notes#